Operations Support Coordinator - Facilities

Hope Services; San Jose (CA); On-site; USD 65,000 - 79,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k) Retirement

Life Insurance

Tuition Reimbursement

Scholarship Program

Paid Vacation & Sick Time

Job summary

Hope Services in Silicon Valley seeks an Operations Support Coordinator – Facilities to serve as the primary liaison with outsourced facilities management. You will coordinate day-to-day facilities activities, manage the Noda-Fi work order system, maintain all records, monitor vendor performance, and ensure service levels across locations.

The role focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

Qualifications

• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
• Associates or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
• Experience with CMMS or similar systems.
• Strong MS Office skills (Excel, Word, Outlook).
• Ability to manage records and regulatory documentation.

Responsibilities

• Serve as the primary liaison between Hope Services and the outsourced facilities management provider.
• Manage Noda-Fi Facilities Management System and monitor work orders.
• Maintain facility records and audit-ready documentation.
• Track contract expirations and renewals; assist CFO with contracts.
• Coordinate vendor onboarding and performance reports; ensure SLAs.
• Coordinate engineering and preventive maintenance schedules and records at multiple sites.
• Ensure compliance with Fire & Life Safety, ADA, OSHA and building codes.
• Support capital projects with contractor communication and project files.
• Provide timely customer service and communicate project status to program managers.

Skills

Vendor management

Documentation

Contract administration

Communication

Time management

Education

Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred

Tools

CMMS

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Are you a person who enjoys helping others? Are you currently seeking fulfillment in your professional life?

Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels..

>>>>> 2025 Winner of Mercury News Best in Silicon Valley <<<<<

>>>>> ASPIRE to Excellence CARF Accredited <<<<<

>>>>> 2024 Great Nonprofits Top-Rated Nonprofit <<<<<

>>>>> Four-star Charity Navigator <<<<<

>>>>> 2024 Candid Gold Seal of Transparency <<<<<

Hope Services offers an OUTSTANDING benefits package, including Medical, Dental, Vision, 401(k) Retirement, Life Insurance, Tuition Reimbursement and a comprehensive Scholarship Program, Generous Paid Vacation and Sick Time accrual plans and more!

*Compensation: $72,000/yr

Position Summary

The Operations Support Coordinator – Facilities serves as Hope Services' primary liaison between Hope Services and the outsourced facilities management provider. This position is responsible for coordinating day-to-day facilities activities, managing the Noda-Fi work order system, maintaining all facilities-related records, monitoring vendor performance, and ensuring service levels are achieved across all Hope Services locations. The role focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

Essential Duties and Responsibilities

Vendor Coordination

• Serve as the primary point of contact between Hope Services and the outsourced facilities management provider.
• Ensure work orders are assigned appropriately.
• Monitor vendor response and completion times.
• Coordinate site access for vendors.
• Escalate unresolved or critical issues to the CFO.
• Conduct regular service review meetings with the outsourced facilities management provider.

Noda-Fi Facilities Management System

• Administer the Noda-Fi Facilities Management System.
• Review work order status daily.
• Monitor SLA compliance.
• Verify work order completion.
• Generate weekly and monthly management reports.
• Track recurring maintenance trends.

Facilities Records Management

Maintain a centralized repository for all facility records including:

• Leases
• Certificates of Occupancy
• Building permits
• Site plans
• Floor plans
• Fire inspections
• Fire alarm reports
• Fire sprinkler reports
• Elevator inspections
• HVAC maintenance
• Backflow inspections
• Generator inspections
• Environmental reports
• ADA documentation
• Insurance certificates
• Vendor contracts
• Preventive maintenance records
• Warranty information
• Equipment manuals
• Facility operating documentation

Ensure all records remain current, organized and audit-ready.

Vendor Contract Administration

• Maintain vendor contact information.
• Track contract expiration dates.
• Monitor insurance certificates.
• Track contract renewals.
• Coordinate vendor onboarding documentation.
• Assist the CFO with contract administration.
• Maintain service level performance reports.

Utility Coordination

Coordinate with Accounting regarding:

• Electric accounts
• Gas accounts
• Water accounts
• Sewer accounts
• Internet services
• Utility account documentation

Preventive Maintenance Coordination

• Monitor preventive maintenance schedules.
• Coordinate access with program locations.
• Verify scheduled maintenance has been completed.
• Maintain preventive maintenance records.
• Report overdue maintenance activities.

Compliance Support

Maintain documentation supporting compliance with:

• Fire & Life Safety
• ADA
• OSHA
• Local Building Codes
• Environmental regulations
• Joint inspections
• Insurance requirements

Prepare documentation for audits, CARF surveys and regulatory reviews.

Capital Projects Support

• Coordinate communication between Hope Services and contractors.
• Maintain project files.
• Track project schedules.
• Maintain warranty documentation.
• Coordinate close-out documentation.
• Support project reporting.

Customer Service

• Respond promptly to facility requests.
• Communicate project status with program managers.
• Resolve customer concerns.
• Coordinate emergency response communications.
• Maintain high customer satisfaction.

Other duties as assigned.

Qualifications required

• Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
• Experience working with computerized maintenance management systems (CMMS) preferred.
• Experience managing records and regulatory documentation.
• Or an approved combination of education and work experience.
• Valid California Driver's License and a clear driving record.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.

Knowledge and Skills preferred

• Strong written and verbal communication skills.
• Knowledge of vendor relations, procurement processes, contract performance monitoring, contract administration practices, including contract tracking, compliance, and document maintenance.
• Knowledge of records management principles, including document retention, confidentiality, and organized filing systems.
• Ability to coordinate multiple projects, prioritize tasks, and manage timelines to support successful project completion.
• Strong customer service and interpersonal skills, with the ability to communicate professionally and build positive working relationships.
• Ability to collect, analyze, and present information through clear, accurate, and well-organized reports.
• Knowledge of regulatory compliance requirements and documentation practices to ensure adherence to applicable laws, regulations, and organizational policies.
• Knowledge of document control processes, including version control, document review, distribution, and records maintenance.
• Strong analytical and critical thinking skills with the ability to identify issues, evaluate options, and develop effective solutions.
• Exceptional attention to detail with a commitment to accuracy, consistency, and quality in all work performed.

Physical Requirements

This position is primarily office-based with periodic travel to other Hope Services locations. The employee might be occasionally required to inspect facilities and access mechanical rooms, rooftops and equipment areas. May lift up to 25 pounds occasionally. Occasional exposure to outdoor weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions

Frequent travel between assigned program and facility locations. Exposure to indoor and outdoor environments, including varying weather conditions, dust, and noise. Physical activity including standing, walking, bending, lifting, and using tools and equipment. Regular use of computer, phone, and electronic communication systems. This role operates across both office and building/mechanical environments. The position may require occasional after-hours, weekend, or on-call availability for emergencies.

SJT

Do you have what it takes to make a difference? Inspire and be inspired! Hope Services takes immense pride in maximizing our employee engagement. Will you join us??

Visit www.hopeservices.org to find out more about us and the people we serve.

Hope Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees not regardless of, but with consideration and appreciation for race, color, religion or belief, national, social or ethnic origin, sex, age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family or parental status, or any other status.